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Departmental Records Schedules
 
 
 
 
UNC General Records Retention and Disposition Schedule

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.

Disposition all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.

Destruction
takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.

Original and Reference Copy original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


 
<h3>Development Records</h3>
Item 103. ANNUAL GIVING. Comply with applicable provisions of GS 105-259, 15 A148.1, 160A-208.1 regarding confidentiality of records.
Items: correspondence, reports, financial records, brochures
DISPOSITION INSTRUCTIONS: Destroy in office financial records after 3 closed fiscal years and when released from all audits. Transfer remaining records to University Archives after 5 years.

Item 104. CAPITAL CAMPAIGN. Comply with applicable provisions of GS 105-259, 15A-148.1, 160A-208.1 regarding confidentiality of records.
Items: correspondence, reports, financial records, brochures
DISPOSITION INSTRUCTIONS: Destroy in office financial records 3 closed fiscal years after campaign ends. Transfer remaining records to University Archives after campaign ends.

Item 105. CUSTODIAN INVESTMENT REPORTS. Reports on investment performance.
Items: monthly reports, investment activities, working papers
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 106. DONORS AND PROSPECTS. Comply with applicable provisions of state and federal law regarding confidentiality of tax payer information.
Items: correspondence, names, addresses, fund names, fund numbers, biographical data, financial data, scholarship / endowment
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 107. ENDOWMENT AGREEMENTS. Comply with applicable provisions of agreements regarding confidentiality concerning each gift.
Items: correspondence, agreements, lists
DISPOSITION INSTRUCTIONS: Retain records regarding active endowments in office permanently. Transfer records regarding inactive endowments to University Archives.

Item 108. GIFTS-IN-KIND REPORTS. Comply with applicable provisions of legal agreement regarding confidentiality concerning each gift.
Items: gifts, fund, date, amount
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 109. INDIVIDUAL FUND BALANCES. See Series Title
Items: reports, statement of changes
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 110. INVESTMENT MANAGEMENT REPORTS. Monthly, quarterly, and annual reporting of Development money managers on funds invested and held on behalf of Development.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after publication.

Item 111. LEGAL AND ADMINISTRATIVE. Establishment, administration and legal matters regarding Development funds.
Items: budgets, deeds, certificates of deposit, contracts, by-laws, articles of incorporation
DISPOSITION INSTRUCTIONS: Transfer to University Archives when administrative value ends.

Item 112. LIFE INCOME AGREEMENTS. Life income of endowment donors. Comply with applicable provisions of GS 105-259, 160A-208.1 regarding confidentiality of records.
Items: legal records, reconciliation reports, annuities, trusts
DISPOSITION INSTRUCTIONS: Retain records regarding active agreements in office permanently. Transfer records regarding inactive agreements to University Archives.

Item 113. MAJOR AND PLANNED GIFTS. Coordination of gifts and giving policies. Comply with applicable provisions of GS 105-259, 160A-208.1 regarding confidentiality of records.
Items: correspondence, reports, financial records, acceptance policies, legal opinions
DISPOSITION INSTRUCTIONS: Transfer to University Archives when administrative value ends.

Item 114. PROPERTY / REAL ESTATE. Owned, sold, swapped, and transferred.
Items: Leases, deeds, construction, insurance, tax evaluations, maps, surveys
DISPOSITION INSTRUCTIONS: Transfer to University Archives when property is disposed of.

Item 115. SCHOLARSHIP / AWARDS. Creation and distribution of scholarship and awards. Comply with applicable provisions of 20 USC 1232g, GS 105-259, 153A-148.1, 160A-208.1 regarding confidentiality of tax and other records.
Items: correspondence, acknowledgement of gifts, conditions of scholarship, applications, recommendations, names of recipients, accounting records, photographs
DISPOSITION INSTRUCTIONS: Destroy in office financial records after 3 closed fiscal years. Transfer remaining records to University Archives when administrative value ends.

Item 116. TAX RETURN. See Series Title
Items: signed tax returns
DISPOSITION INSTRUCTIONS: Retain signed tax returns in office permanently.

Item 117. TRUST, ENDOWMENTS AND ANNUNITIES FUND. Records concerning the administration of university trust, endowments and annuities.
Items: correspondence, reports, accounting statements
DISPOSITION INSTRUCTIONS: Retain in office permanently.